Controller

The Carey School; San Mateo (CA); On-site; USD 145,000 - 165,000; Full time

Benefits offered by this job

Health insurance

Free lunches

Sick pay

Paid time off

Job summary

The Carey School in San Mateo, CA seeks a Controller to manage the school’s financial operations with integrity, accuracy, and fiscal responsibility. The role supports the school’s mission and reports to the Director of Finance and Human Resources.

Responsibilities include accounting, budgeting, compliance, and cash management across student accounts, tuition billing, A/P, A/R, and monthly close, with emphasis on NAIS/CAIS standards and collaboration with school leadership.

Qualifications

• Bachelor’s degree in Accounting, Finance, or a related field.
• 3–5 years accounting or finance experience, preferably in an educational environment.
• Working knowledge of basic accounting principles.
• Experience with budgeting, monthly financial reporting, and year-end close.
• Familiarity with payroll, accounts payable/receivable, and general ledger management.
• Comfortable working independently and managing multiple responsibilities in a small-team environment.
• Proficiency with accounting software and Microsoft Excel.
• Strong attention to detail, organization, and follow-through.
• Clear communication skills and the ability to work collaboratively with school leadership and staff.

Responsibilities

• Uphold and adhere to NAIS and CAIS Principles of Good Practice.
• Support the functions of the Business Office, following priorities established by the Director of Finance and Human Resources.
• Assist the Director of Finance and Human Resources in managing the school’s financial resources in a prudent and responsible manner.
• Track all receipts, disbursements, and proper coding of accounts.
• Manage student accounts and respond promptly and professionally to parent inquiries.
• Bill families for tuition, extended care, and auxiliary programs.
• Process all accounts payable and accounts receivable.
• Reconcile investments, receivables, enrollment, and contribution accounts.
• Review bank reconciliations as prepared by outside CPA.
• Manage monthly financial close.
• Prepare and record journal entries; review with the Director of Finance and Human Resources through the close process.
• Review general ledger activity and reconcile balance sheet accounts monthly.
• Maintain fixed asset ledger and record depreciation.
• Maintain organized and compliant accounting files and records.
• Maintain and manage QuickBooks.
• Input the approved annual budget into the accounting system.
• Prepare and distribute monthly budget, financial, and variance reports to the Director of Finance and Human Resources, and department leaders.
• Reconcile annual fund, capital gifts, and Parent Association accounts.
• Alert the Director of Finance and Human Resources to financial discrepancies, risks, or emerging issues.
• Assist with annual audit preparation and auditor requests as directed by the Director of Finance and Human Resources.
• Accrue state use tax and process annual filings and payments.
• Manage credit card donations for annual giving, Parent Association auction, and related reconciliations.
• Support the Parent Association with financial reporting and account reconciliations.
• Collect receivables, including deposits and tuition payments.
• Manages online expense management systems to ensure proper coding and approval of purchases.
• Maintain systems of cost control aligned with educational priorities and budget limitations.
• Assist the Director of Finance and Human Resources with cash management and forecasting.
• Manages billing of Extended Care and After School Adventures.
• Monitor receivables for accounts receivable associated with Auxiliary Program billings.
• Provide receipts to parents for Auxiliary Program billings.
• Handle payment of After School Adventures vendors.

Skills

Excellent organization

Prioritize independently

Experience with QuickBooks

Business software knowledge

Professional demeanor

Good judgment and problem-solving

Commitment to professional development

Flexible self-starter

Interpersonal skills

Thriving in fast-paced environment

Education

Bachelor’s degree in Accounting or Finance

3–5 years accounting/finance experience

Budgeting, monthly reporting, year-end close

Payroll, A/P/A/R, GL management

Independent and collaborative work style

Proficiency with Excel

Tools

Microsoft Excel

Accounting software

Payroll software

Job description

OVERVIEW:

The Carey School is a Preschool to Grade 5 independent school located in San Mateo, California, operating on two campuses. The Carey School is committed to being an inclusive environment that supports the social-emotional growth of all constituents and seeks candidates who value this endeavor. At Carey, we work to create classroom communities that support students in becoming lifelong learners that are engaged, joyful, thoughtful, metacognitive learners that can make their thinking visible.

JOB DESCRIPTION:

Reporting to the Director of Finance and Human Resources, the Controller is responsible for managing the school’s financial operations with integrity, accuracy, and fiscal responsibility. This role plays a key part in ensuring sound financial management in support of the school’s educational mission. The Controller supports and advances the school’s mission as approved by the Board of Trustees.

RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

• Uphold and adhere to NAIS and CAIS Principles of Good Practice.
• Support the functions of the Business Office, following priorities established by the Director of Finance and Human Resources.
• Assist the Director of Finance and Human Resources in managing the school’s financial resources in a prudent and responsible manner.

Accounting & Financial Operations

• Track all receipts, disbursements, and proper coding of accounts.
• Manage student accounts and respond promptly and professionally to parent inquiries.
• Bill families for tuition, extended care, and auxiliary programs.
• Process all accounts payable and accounts receivable.
• Reconcile investments, receivables, enrollment, and contribution accounts.
• Review bank reconciliations as prepared by outside CPA.
• Manage monthly financial close.
• Prepare and record journal entries; review with the Director of Finance and Human Resources through the close process.
• Review general ledger activity and reconcile balance sheet accounts monthly.
• Maintain fixed asset ledger and record depreciation.
• Maintain organized and compliant accounting files and records.
• Maintain and manage QuickBooks.

Budgeting, Reporting & Compliance

• Input the approved annual budget into the accounting system.
• Prepare and distribute monthly budget, financial, and variance reports to the Director of Finance and Human Resources, and department leaders.
• Reconcile annual fund, capital gifts, and Parent Association accounts.
• Alert the Director of Finance and Human Resources to financial discrepancies, risks, or emerging issues.
• Assist with annual audit preparation and auditor requests as directed by the Director of Finance and Human Resources.
• Accrue state use tax and process annual filings and payments.

Advancement & Community Support

• Manage credit card donations for annual giving, Parent Association auction, and related reconciliations.
• Support the Parent Association with financial reporting and account reconciliations.
• Collect receivables, including deposits and tuition payments.

Purchasing & Cash Management

• Manages online expense management systems to ensure proper coding and approval of purchases.
• Maintain systems of cost control aligned with educational priorities and budget limitations.
• Assist the Director of Finance and Human Resources with cash management and forecasting.

Auxiliary Program Support

• Manages billing of Extended Care and After School Adventures.
• Monitor receivables for accounts receivable associated with Auxiliary Program billings.
• Provide receipts to parents for Auxiliary Program billings.
• Handle payment of After School Adventures vendors.

REQUIRED SKILLS AND ABILITIES:

• Excellent organization skills, accuracy, and attention to detail.
• Ability to independently set priorities and ability to manage competing priorities.
• Extensive experience with QuickBooks required.
• Knowledge of computer applications related to business office job functions.
• Maintain a professional demeanor at all times.
• Good judgment and creative problem-solver.
• Commitment to continued development of relevant professional knowledge, skills, and abilities.
• Flexible self-starter who anticipates the needs of the school.
• Well-developed interpersonal skills, with appreciation for superior customer service.
• Thrive in a fast-paced environment.

QUALIFICATIONS:

• Bachelor’s degree in Accounting, Finance, or a related field required.
• 3–5 years of accounting or finance experience, preferably in an educational environment.
• Working knowledge of basic accounting principles.
• Experience with budgeting, monthly financial reporting, and year-end close.
• Familiarity with payroll, accounts payable/receivable, and general ledger management.
• Comfortable working independently and managing multiple responsibilities in a small-team environment.
• Proficiency with accounting software and Microsoft Excel.
• Strong attention to detail, organization, and follow-through.
• Clear communication skills and the ability to work collaboratively with school leadership and staff.

Additional Information:

Position Type: Full-Time

Hours: 40 hours per week

Pay Range $145,000-1$65,000annual salary

Benefits: Health insurance, free lunches, sick pay, and paid time off